Introduction
Our reminder workflows are designed to ensure you're always aware of important upcoming dates, helping you stay informed and make timely, well-informed decisions.
They are triggered by a specific date field within each employee’s profile and generate notifications via email and Todo tasks for relevant recipients (such as Admins, Managers, or Employees).
Reminder Timing
Some workflows currently use fixed reminder intervals (7 and/or 30 days before the date), while others are configurable, allowing you to define when reminders are sent and who receives them.
We are in the process of making all reminder workflows fully configurable!
Refer to the tables below to see which workflows fall into each category.
Standard Reminder Workflows (7 / 30 days)
Workflow | Description | Who receives this? |
Upcoming Birthday | Sends a reminder of any upcoming birthdays | Admins |
Training Expiry | Sends a reminder when training is due to expire | Admins |
Employment Check Expiry | Sends a reminder when the 'valid to' date is upcoming | Admins |
Length of Service | Sends a reminder of any work anniversaries | Admins |
Vehicle Expiry | Sends a reminder of upcoming expirations of vehicle insurance | Admin and Employee |
Goal Due | Sends a reminder of upcoming Goal Due Dates, if you have the Goal screen. | Employee and Manager |
Sickness Ends Today | Sends reminder that sickness ends today and employee will be returning to work tomorrow. | Admins or Managers |
Configurable Reminder Workflows
These workflows allow you to customise reminder timing, recipients, and other behaviour.
You can define how far in advance reminders are triggered, who is notified (such as admins, managers, or employees) and how tasks are assigned. You will be prompted to review the default configuration values before deploying the workflow.
Click here to learn more about configurable workflows.
Workflow | Description |
Custom Expiry Reminder | Detects any date field that contains the specified expiry text (case-sensitive) in its name, across any screen. Once detected, it monitors the date and triggers reminders based on your selected configuration. |
Probation Reminder | Monitors the configured probation date field (e.g. ‘Probation end date’, ‘Probation review date’, or another custom field) and sends reminders to specified recipients when the date is approaching. |
Length of Service | Sends a reminder to specified recipients of any work anniversaries a specific number of days before. |
How to get these workflows
These workflows are available for organisations on the Elite and Enterprise tier. You can find it in the Workflow Hub.
Notes
It is important not to rename or move these fields from their current location to ensure the notifications function correctly.